Deck 3: Organizing and Drafting Business Messages

Question 1

All of the following are informal research methods except

A) interviewing the target audience.
B) conducting a scientific experiment.
C) looking in company files.
D) brainstorming for ideas.

Answer 1

B

Question 2

According to communication experts, what is the greatest failing of business writers?

A) Poor spelling
B) Unclear sentence structure
C) Ambiguous wording
D) Poor organization

Answer 2

D

Question 3

All of the following are effective tips for creating an outline except

A) use a single item under a major component.
B) divide the topic into three to five major components or classifications.
C) break the components into subpoints.
D) use details, illustrations, and evidence to support subpoints.

Answer 3

A

Question 4

When you expect a reader of your message to be uninterested, unwilling, displeased, or hostile, you should

A) put the bad news first.
B) begin with the main idea.
C) explain all background information first.
D) send the message via e-mail, text message, or IM.

Question 5

As interns in human resource management, Brad and his team are administering a professionally developed employee questionnaire to collect information on workplace violence. This type of research produces data that is considered

A) firsthand information.
B) informal documentation.
C) supplementary, secondary information.
D) scientific experimentation.

Question 6

Ahna is sending a persuasive memo to her staff asking them to participate in the new wellness program. Which of the following sources of information would be most appropriate to help Ahna shape an effective persuasive message for her staff?

A) Tightly controlled scientific experimentation
B) Library research
C) Questionnaires and surveys of employees
D) Research in company files

Question 7

The indirect strategy is most appropriate for what kind of messages?

A) Bad-news messages
B) Sensitive messages
C) Persuasive messages
D) The indirect strategy is appropriate for all answer choices.

Question 8

All of the following would probably require informal research methods except

A) routine e-mail messages.
B) business letters.
C) long reports and complex business problems.
D) oral presentations.

Question 9

Which formal research source is best to obtain firsthand information?

A) Internet websites and articles
B) Reference books
C) Electronic databases
D) Interviews

Question 10

Before composing a business document, you should gather information that will answer which of these questions?

A) Will I have enough time to complete thorough research?
B) What is the receiver to do?
C) What information will be the easiest to locate?
D) How will I use this information?

Question 11

The second phase of the 3-x-3 writing process begins with

A) analyzing the audience.
B) composing the message.
C) researching the topic.
D) organizing the message.

Question 12

Which of the following is a formal research method?

A) Talking with your boss
B) Investigating primary sources
C) Brainstorming
D) Looking in company files

Question 13

Which of the following is an advantage of the direct strategy?

A) Minimizes a negative reaction
B) Respects the feelings of the reader
C) Saves the reader's time
D) Encourages a fair hearing

Question 14

The direct strategy would be most appropriate when

A) delivering bad news.
B) presenting ideas requiring persuasion.
C) expecting the audience to be pleased, mildly interested, or neutral.
D) revealing sensitive news.

Question 15

Which of the following kinds of business messages typically use the indirect strategy?

A) Nonsensitive memos
B) Routine requests
C) Informational reports
D) Sensitive messages

Question 16

Which of the following business messages would not use the direct strategy?

A) An e-mail message to a staff introducing a new employee
B) An oral presentation detailing the specifics of a new company wellness initiative
C) A letter to a coworker congratulating him or her on a recent promotion
D) A letter to a customer denying his or her request for credit

Question 17

Which of the following is an advantage of the indirect strategy?

A) Saves the reader's time
B) Respects the feelings of the audience
C) Reduces frustration
D) Sets a proper frame of mind

Question 18

Which of the following message openings is the most direct opening for an e-mail message announcing a new telecommuting plan?

A) A number of employees have asked about telecommuting options.
B) Many businesses have been implementing telecommuting programs, and we have studied their programs extensively.
C) Rising gas prices have led many companies to allow telecommuting, and we think this might be a good idea for our company.
D) Our new telecommuting program will begin on August 1.

Question 19

When brainstorming to generate ideas, you should

A) critique each idea as it is suggested.
B) record ideas without judging them.
C) always work alone for greater efficiency.
D) allow no more than five ideas to be discussed.

Question 20

Quality Building Materials Inc. has developed a new whole-house weather blanket and needs to determine the price point at which builders would switch to this new product. The best research method for this is a(n)

A) manual search of other companies' price lists.
B) interview with a local builder.
C) Internet search of insulation values for weather blankets.
D) scientific experiment that presents price choices with controlled variables.

Question 21

When should passive voice be used in business writing?

A) When you want to de-emphasize the action or the recipient of the action
B) When you want to emphasize the bad news
C) When you want to conceal the doer of the action
D) Never

Question 22

Active-voice sentences

A) direct the action of the verb toward the subject.
B) place the subject of the sentence as the doer of the action.
C) generally use a to be helping verb.
D) should always be avoided.

Question 23

Which of the following sentences emphasizes an idea through style?

A) Consider adding a statement of qualifications section on your résumé; but, most important, include specific and relevant previous employment information.
B) Add a statement of qualifications section on your résumé, but also include specific and relevant previous employment information.
C) A résumé should include a statement of qualifications section and specific and relevant previous employment information.
D) You should include a statement of qualifications section and specific and relevant previous employment information on your résumé.

Question 24

What is a comma splice?

A) Two independent clauses run together without punctuation or a conjunction
B) Two independent clauses joined by a comma without a conjunction
C) A broken-off part of a sentence
D) Two dependent clauses

Question 25

Technology has changed the working environments of employees, that is why employees are telecommuting more than ever is an example of a

A) complete sentence.
B) fragment.
C) fused or run-on sentence.
D) comma splice.

Question 26

Which of the following uses parallel structure?

A) Our new paralegal must be smart, efficient, and have flexibility.
B) The accident shattered her pelvis, dislocated her foot, and her spinal column was broken in three places.
C) Big business demands superior forecasting, reporting, and analyzing.
D) A good financial planner must be certified, competent, and must possess ethical standards.

Question 27

What kind of sentence contains an independent clause and a dependent clause?

A) Simple sentence
B) Compound sentence
C) Complex sentence
D) Compound-complex sentence

Question 28

Which of the following sentences is most effective in de-emphasizing the bad news?

A) Although cash refunds are not offered, you can exchange resalable merchandise.
B) Although you can exchange returned merchandise, cash refunds are not available.
C) Because we only exchange merchandise, it is impossible for you to receive a cash refund.
D) Because of our exchange policy, you may not receive a cash refund.

Question 29

Which of the following is a simple sentence?

A) If health insurance costs continue to rise, employee copays may increase.
B) Having healthy employees decreases the cost of monthly premiums; therefore, we will be implementing a wellness program.
C) HMO and PPO insurance plans offer additional cost savings.
D) Because we will be reducing employee health insurance benefits, some employees may be unhappy; however, we must make sure that they understand the reason for the change.

Question 30

What kind of sentence contains two independent clauses?

A) Simple sentence
B) Compound sentence
C) Complex sentence
D) Compound-complex sentence

Question 31

To emphasize an idea through mechanics, place it in

A) boldface.
B) a different font style.
C) italics.
D) Any of these techniques would emphasize the idea.

Question 32

What is the recommended maximum number of words for a sentence?

A) 10
B) 20
C) 25
D) 30

Question 33

What is a run-on sentence?

A) Two independent clauses run together without punctuation or a conjunction
B) Two independent clauses joined by a comma without a conjunction
C) A broken-off part of a sentence
D) An independent clause containing two dependent clauses

Question 34

Parallel writing

A) uses similar structures to express similar words.
B) places modifiers close to the words being described.
C) uses mechanical techniques such as underlining and bolding to emphasize ideas.
D) de-emphasizes ideas by placing the ideas in dependent clauses.

Question 35

What kind of sentence contains only one independent clause?

A) Simple sentence
B) Compound sentence
C) Complex sentence
D) Compound-complex sentence

Question 36

Which of the following is a complex sentence?

A) Visit our website to learn more about our newest product line.
B) The conference will be held on Monday, but few managers will be able to attend.
C) Employers are now using social media sites to screen applicants; therefore, job seekers are advised to clean up their digital presence.
D) Because of rising insurance premiums, many companies are offering employee-wellness incentives.

Question 37

Modifiers

A) must be placed close to the words they describe or limit.
B) are always used in active-voice sentences.
C) should be avoided in business writing.
D) are always used in passive-voice sentences.

Question 38

Which of the following sentences uses modifiers correctly?

A) Competent in computer graphics, our website was designed by Gloria.
B) To take advantage of the discounted pricing, place your order immediately.
C) To meet customers' orders, production must be increased.
D) Placing the proposal on the desk, the office was left by John.

Question 39

Which of the following uses only active voice in a complete sentence?

A) The company's rigid return policy was criticized by a few unhappy customers.
B) Because a few unhappy customers criticized the company's rigid return policy.
C) Managers were told about the unhappy customers who criticized the company's rigid return policy.
D) A few unhappy customers criticized the company's rigid return policy.

Question 40

What is a sentence fragment?

A) Two independent clauses connected without punctuation or a conjunction
B) Two independent clauses connected by a comma without a conjunction
C) A broken-off part of a sentence
D) The part of a sentence containing the verb

Question 41

Paragraphs are coherent when

A) all sentences are written in the active voice.
B) each sentence includes dependent and independent clauses.
C) ideas are linked; that is, one idea leads logically to the next.
D) All answer choices are correct.

Question 42

Transitions

A) should be avoided in business writing because they add unnecessary length to a message.
B) support a paragraph's main idea.
C) connect ideas.
D) determine the organizational strategy used by the writer.

Question 43

Looking in company files for information is a waste of time.

Question 44

Jonathan is researching the financial impact of a job-sharing benefit for employees. Talking with his boss about the possible effects of offering this benefit to employees is an effective method of formal research.

Question 45

Transitional expressions such as next, first, and finally are useful to show

A) cause and effect.
B) illustration.
C) comparison and contrast.
D) time association.

Question 46

How many ideas should be developed in a paragraph?

A) Two
B) Three to five
C) One
D) As many as needed to convey effective meaning

Question 47

A topic sentence

A) provides specific details, explanations, and evidence that support the main idea of a paragraph.
B) links sentences within a paragraph.
C) is unnecessary in a paragraph.
D) states the main idea of the paragraph.

Question 48

A supporting sentence

A) must relate to the topic sentence.
B) reveals the main idea of a paragraph.
C) is usually the first sentence of a paragraph.
D) is usually the last sentence of a paragraph.

Question 49

One question you should ask yourself when you collect research is What does the receiver need to know about this topic?

Question 50

Most routine business messages require formal research.

Question 51

To build paragraph coherence, a writer should

A) repeat a key idea by using the same expression or a similar one.
B) use pronouns to refer to previous nouns.
C) show connections with transitional expressions.
D) All answer choices can build paragraph coherence.

Question 52

Conducting scientific experiments is a method to gather formal research.

Question 53

Brainstorming is an ineffective research technique.

Question 54

Many communication experts regard poor organization as the greatest failing of business writers.

Question 55

Effective paragraphs

A) usually present the main idea in the first sentence.
B) are coherent.
C) include supporting sentences that expand and explain the main idea.
D) All answer choices are correct.

Question 56

When you fail to collect all needed research before beginning to organize and write your business document, you may end up starting over and reorganizing.

Question 57

Paragraphs should

A) focus on at least three ideas.
B) avoid the repetition of key or similar words.
C) contain long, solid chunks of print.
D) contain eight or fewer printed lines.

Question 58

You can expect to write more messages on the job than ever.

Question 59

Using a hierarchy such as an outline can help you to organize ideas and information.

Question 60

What do most business writers use as the first sentence in a paragraph?

A) Supporting sentence
B) Transitional sentence
C) Topic sentence
D) Pivoting sentence

Question 61

In the active voice, the subject is acted upon. In the passive voice, the subject is the doer of the action.

Question 62

A compound-complex sentence contains two complete but related thoughts.

Question 63

The indirect strategy works well with three kinds of messages: (a) bad news, (b) ideas that require persuasion, and (c) sensitive news.

Question 64

The following sentence demonstrates parallel structure: Maggie was organized, punctual, and she was always positive.

Question 65

Although mechanical means are occasionally appropriate to create emphasis, more often a writer achieves emphasis stylistically.

Question 66

Another name for the direct strategy is frontloading.

Question 67

The most compelling and effective messages contain one repeated sentence pattern rather than a variety of sentences.

Question 68

When introductory dependent clauses precede independent clauses, they are always followed by a comma.

Question 69

Passive voice should never be used in business writing.

Question 70

Employers want employees who can write messages appropriately they also want employees who can speak effectively with others is an example of a well-written sentence.

Question 71

Words such as although, if, because, and since often introduce dependent clauses.

Question 72

One advantage of the indirect strategy is that it respects the feelings of the audience.

Question 73

When you develop a major component on an outline into subpoints, you must have at least two subpoints.

Question 74

Because sentences of 20 or fewer words have the most impact, business writers must restrict all sentences to fewer than 20 words.

Question 75

When you expect the reader to be pleased, mildly interested, or neutral, use the indirect pattern of organization.

Question 76

The following sentence effectively uses a stylistic device to de-emphasize the bad news: Although we don't have any available positions at this time, we were pleased to receive your application and will keep it on file for six months.

Question 77

A run-on-sentence results when a writer joins two independent clauses with a comma.

Question 78

Careful writers avoid labeling main ideas because they know that readers prefer to identify main ideas for themselves.

Question 79

One advantage of the direct strategy is that it saves the reader time.

Question 80

The new software system will be installed on Monday; therefore, our intranet will be unavailable to employees is an example of a complex sentence.